CITY OF ROSWELL REQUEST FOR PROPOSALS RFP NUMBER 13-015-C MOBILE DATA TERMINALS/RUGGEDIZED LAPTOPS The City of Roswell is soliciting proposals from qualified suppliers to assist the City with its mobile data service. The City anticipates purchasing approximately 175 mobile data terminals / ruggedized laptops. Offerors devices must provide stable and reliable service for day to day use and for crucial communication in time of crisis. Sealed proposals will be received no later than 2:00 PM, Tuesday, January 15, 2013 at the City of Roswell Purchasing Division, Roswell City Hall, 38 Hill Street Suite 130, Roswell, Georgia 30075, at which time they will be opened and publicly read aloud. Responses received after the above date and time, or in any location other than the Purchasing Division, will not be considered. There will not be an Offerors conference scheduled for this project. The deadline for questions is Thursday, January 10, 2013 at 2:00 PM. If needed, a subsequent addendum will be posted to the website. Proposal documents may be obtained from the City of Roswell's website at www.roswellgov.com. Click on Procurement Opportunities. If you encounter problems accessing the documents, contact City of Roswell Purchasing Division at 770-641-3718 and refer to RFP name and number. The City of Roswell reserves the right to reject any or all bids, to award a contract in the best interest of the City and to waive technicalities and informalities.
City of Roswell PROPOSAL LETTER We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Proposals (RFP) for which prices have been set. The price or prices offered herein shall apply for the period of time stated in the RFP. We further agree to strictly abide by all the terms and conditions contained in the City of Roswell Vendor Manual as modified by any attached special terms and conditions, all of which are made a part hereof. Any exceptions are noted in writing and included with this bid. It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the Purchasing Office, City of Roswell, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the City of Roswell. It is understood and agreed that we have read the City s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City of Roswell reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City. It is understood and agreed that this proposal shall be valid and held open for a period of one hundred twenty (120) days from proposal opening date. PROPOSAL SIGNATURE AND CERTIFICATION (Bidder to sign and return with proposal) I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this proposal for the proposer. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect. Company Name: Contact Name: Address: Telephone: Facsimile: E-Mail:
PURPOSE OF THIS REQUEST FOR PROPOSALS The purpose of the RFP by the City of Roswell is an endeavor to determine the best options/hardware that is available for mobile rugged computers for the purpose of establishing a contract or multiple contracts for the procurement of these devices. BACKGROUND Multiple departments within the City utilize mobile data terminals (MDT s) within their field operations. Police, Recreation and Parks, and Fire have permanently mounted MDT s in the cars and fire apparatus. The City has predominantly Panasonic model mobile data terminals. SUBMITTAL REQUIREMENTS Submittals should include but are not limited to, the proposal itself NOTE: Proposers should consider first completing the Requirements Matrix, Cost Proposal, and if any portion of the following information is fully represented there, simply include a cross reference in the proposal to the item number in the matrix that contains the relevant information. The proposal itself should adhere to the following format (failure to adhere to this format and proposal order will result in loss of points in Company Qualifications, Adherence to Requirements, or both) and include: Cover Letter A one or two page introduction and executive summary. Description of the Company Provide a description of the proposing company, including, but not limited to: Years in business Number of Employees Changes in ownership since the inception of the company or over the last 10 years Experience of firm The Company s products that adhere to requirements requested Financial statements that include latest Balance Sheet, Income Statement for the past two years. Track record for on-time delivery of equipment Client References Provide a list of the last five (5) clients, which purchased a similar volume of computers. The references (preferably references within the Public Safety, Utility and Municipal environments) in which your hardware has been deployed that substantiates the qualifications of the Proposers Firm with the hardware. Additional, provide a list of five (5) references, which mirror the City departments involved in the review of these devices such as other Police and Fire. References should include name of client, contact for the project, City/Company Manager contact information, date of purchase, volume purchased model(s) purchased, description of vendor responsibility and a list of change orders.
PROPOSAL EVALUATION FACTORS Each proposer will be scored and evaluated on how well they meet the criteria defined by the City. A team that will include representatives from multiple departments such as Police, Fire, Recreation, Finance, Administration, and Information Technology will review the proposals and score using two sets of criteria. The first set of criteria will be used to evaluate the Proposers Responses to the RFP and the Proposers Onsite demonstrations of the hardware. The second set of criteria will be used to evaluate the Hands-On Field Evaluation Testing of the selection hardware. The criteria used to score RFP responses and Proposers Onsite Demonstrations includes the following: Relevant Experience and Company Qualifications 10 Points Pricing structure 20 Points Warranty/Maintenance Offerings 20 Points Adherence to the RFP Requirements 50 Points Additional Clarification of Criteria. 1. Relevant Experience and Company Qualifications is determined by the proposer s response. 2. Pricing structure is based on the prices for Fully Rugged Mobile Data Computing devices as described in Proposal. 3. Warranty/Maintenance Offerings will be determined based on the warranty and maintenance agreements and Cost Proposals. The proposer should document warranty periods, coverage of items, maintenance costs, costs of extended warranty and what s not covered under warranties or maintenance. 4. Adherence to RFP Requirements represents how well the Proposer documents and explains how their hardware meets our requirements as documented in the requirements matrix. Final evaluation of this section will include ratings from the Field Testing phase of the RFP. The criteria used during our Field Evaluation Testing will include the following: 1. Adherence to Requirements is determined by how well the Proposer products meet the City s requirements that are documented in the requirements matrix. 2. Feasibility within the City s environment represents how well the Proposers products work within the City s environment, infrastructure and with the City applications. 3. Ease of Use and Configuration is how well the evaluation testers liked the hardware and how well the hardware performed based the City s requirements. The Evaluation Committee may wish to request additional information from Proposers. Following the review of Proposals, the Selection Committee may select one or more proposers to interview for additional information or clarification of their response. The interview will be done at the City s convenience. Additionally, negotiations may be conducted with selected Proposer(s) until such time as the City determines that the best value for the City has been obtained.
PROPOSAL EVALUATION PROCESS The City s evaluation process will consist of 3 different levels of scoring based on the RFP response, hardware demonstrations and field evaluation testing. The City anticipates that the series of events will lead to the selection of the models and establishment of contract(s) for the procurement of the hardware. Level 1- RFP Response Scoring The evaluation committee will score the proposals to the RFP based on the criteria as defined in section Proposal Evaluation Factors. From those scores, the highest ranked proposers will be notified and selected to perform vendor demonstrations of their fully rugged computing devices. Level 2 Proposer Demonstrations The Proposer will be required to participate in scheduled meetings on site in which they will demonstrate how their hardware meets the City s requirements as defined in the Requirements Matrix. The proposer will be required to demonstrate their hardware for the platforms we are reviewing which is a Fully Rugged Mobile Data Computer. Each City committee member will then score the proposers demonstrations based on the criteria as defined under Proposal Evaluation Factors. After the vendor demonstrations are completed, the selected vendors will participate in our field evaluation testing. Level 3 Field Evaluation Testing This will entail providing the City with Fully Rugged mobile data terminals for use in a field test environment. The goal of this exercise is to fully discover if the mobile devices will meet the standards and requirements as defined by the City and be feasible within the City s environment. The proposer will provide a resource to the City that will work to install not only sample City applications on the unit but also with the installation of the computer devices in motor vehicles such as Police and Recreation and Parks cars and Fire apparatus. The City expects demonstration units for Fully Rugged computing and expects enough devices for multiple departments to test simultaneously. Currently, Police, Fire, Information Technology, and Recreation and Parks are the departments that will need field models for evaluation. Each City committee member will then score the proposers demonstrations based on the criteria as defined in Proposal Evaluation Factors. The City anticipates selecting Proposer(s) that will be recommended to the City Council for award of a contract to provide the requested hardware to the City. The City reserves the right to make no award of a contract. The City reserves the right to award a single contract or multiple contracts. SUBMISSION OF PROPOSALS Proposals must be submitted in two parts: a Technical Proposal and Cost Proposal. The proposal packages shall be sealed in separate envelopes (may be in same package) and identified as follows: Technical Proposal/Cost Proposal: Mobile Data Terminals RFP Number: 13-015-C Proposal Opening Date and Time: January 15, 2013 @ 2:00pm
TECHNICAL PROPOSAL The Technical Proposal must include detailed information relative to how you propose to accomplish the tasks described in the Description of Work contained in this document. The Technical Proposal MUST not include any cost figures. An original and five (5) copies of the Technical Proposal are required. The Proposal Letter, included as page two of this package, must be included in this part and must be signed by a person authorized to legally bind the company. FAILURE TO INCLUDE THIS SIGNED PROPOSAL LETTER WILL RESULT IN THE REJECTION OF YOUR RESPONSE. COST PROPOSAL The Cost Proposal must be in a separate envelope and include information as requested herein relative to the costs proposed to accomplish the proposed project. Use the Cost Proposal provided and attach supplemental cost data for options.
REQUIREMENTS MATRIX Minimum Requirement Yes No Vendor Description / Explanation Operating System Win 7 Professional Computing Platform Intel Core i7-2640m 2.80GHz vpro Storage and Memory 128GB Solid State Drive 8 GB memory DVD-RW Drive(Internal) VGA Controller Intel Graphics Media Accelerator HD Display 13.1" Touchscreen; 1000 NITs Communication Interface Internal Mobile broadband capable of HDSPA/4G/LTE 4G; GOBI preferred 10/100/1000 base-t Ethernet
Minimum Requirement Yes No Vendor Description / Explanation WLAN 802.11 a/b/g/n GPS (with internal antenna) Bluetooth Security Features Fingerprint Scanner TPM Other Specifications Dual Antenna docking pass-through; ability to pass thru GPS and LTE Keyboard - waterproof/backlit/mechanical IP60 or greater MIL-STD 810F or MIL-STD 810G certified; Environmental Conditions 8 hour battery life 4 year warranty
COST PROPOSAL HARDWARE UNIT The City of Roswell specifies the following number of Mobile Data Terminals for proposal purposes, but reserves the right to purchase any amount at the pricing offered with no guarantee of purchasing any: Police Department 149 Fire 18 Recreation and Parks 5 IT 3 Total 175 List all units that meet our requirements and the cost being proposed including one-time costs. Please also document costs based if volume discounts apply. FULLY RUGGED DEVICES MODEL/PART NUMBER QTY UNIT COST TOTAL COST (UNIT COST X 175) WARRANTY PERIOD